Title: Site Coordinator
Department: OrchKids
Reports to: Site Manager
Classification: Full-time, Exempt

There are jobs, and then there are jobs where you get to make a difference. Members of our dedicated OrchKids team see the way music changes lives on a daily basis. We’re growing and looking for great people who want to share that power of music with our exceptional students.

Organizational Summary:
OrchKids is a year-round, during and after school, music program designed to create social change and nurture promising futures for youth in Baltimore City’s neediest neighborhoods. Under Baltimore Symphony Orchestra Music Director Marin Alsop’s artistic leadership and direction, OrchKids is the cornerstone of the Baltimore Symphony Orchestra’s programs to make a difference within the broad and diverse Baltimore community. In collaboration with several community partners, including Baltimore City Public Schools, OrchKids provides music education, instruments, academic instruction, and performance and mentorship opportunities, as well as meals and services at no cost. Currently OrchKids works with six public schools in Baltimore City, serving more than 1,200 children from Pre-K through 10th grade.

Job Summary:
The Site Coordinator plays an integral role in coordinating all aspects of the operational, logistical and administrative planning/implementation for the Baltimore Symphony Orchestra’s OrchKids program. The Site Coordinator‘s primary responsibilities will be site based and the position requires facilitating a strong relationship between the OrchKids and school staff. The Site Coordinator will also be responsible for sustaining the healthy function of the site and all site-based procedures. This position will have frequent evening and weekend responsibilities. This position is under the supervision of the Site Manager but also works collaboratively with other administrative staff from other OrchKids sites and the OrchKids Director of Operations.

Specific Responsibilities:
Run Daily Programming

  • Ensure daily programming and events are executed in accordance with outlined schedule
  • Assist in planning daily programming room assignments and setup needs
  • Coordinate the setup and striking of equipment for daily programming
  • Support the logistical needs for in-school classes, including assisting with class pickup/drop off as needed, updating the calendar with schedule disruptions due to testing or field trips, and ensuring all supplies is set up and ready for use
  • Manage children during after-school programming, especially in large group settings (cafeteria, etc.) and transitions between classes (i.e., snack, bathrooms, lining up, hallways)
  • Coordinate the pickup and dismissal process during after-school programming, including keeping detailed records of attendance, late arrivals, early dismissals, and guardian pickup
  • Implement and oversee logistics for site based field trips, special events, and performances
  • Coordinate field trips, special events, and performances, including chaperoning, creating/distributing/collecting forms such as permission slips, and distributing schedule information to administrative team and teachers as needed

Collaborative Planning

  • Work closely with the Site Manager to develop, refine, and implement all logistics of during and after-school programming
  • Work closely with Site Manager to make adjustments to schedule or room assignments as needed for special events or programming or needs of school staff
  • Provide artistic and logistical input for planning of all site based concerts

Record-Keeping & Communication

  • Maintain regular communication with Site Manager
  • Monitor and delegate tasks to Program Assistants
  • Work closely with Site Manager to ensure effective communication is implemented with parents/guardians, school staff, community members, OrchKids teaching artists and staff regarding regular programming, events, student behavior, schedule changes, field trips, visitors, etc., specifically being responsible for creating/distributing weekly informational flyers
  • Ensure that all archived documents for the site are well-maintained and well-organized
  • Implement and oversee student enrollment process at the beginning of the school year
  • Oversee and maintain record keeping of enrollment, attendance, class rosters, behavior, and family contact information on a daily basis, and distribute updated records to administrative team and teachers as needed
  • Process time sheet submissions from site-based staff and forward to Site Manager for final approval
  • Assist in updating OrchKids site based master calendar, including OrchKids event information, teacher absences, and school site events such as field trips, testing schedules, closure, etc.

Behavior Management

  • Work closely with Site Manager to implement consistent behavior management system
  • Maintain detailed documentation of student behavior on weekly basis via online database and direction communication with Site Manager
  • Assist teachers during class time with behavior management and student office referrals

Inventory Maintenance

  • Work closely with Program Assistants and Operations Coordinator to maintain site instrument inventory, equipment, and supplies at site
  • Assist teachers in maintaining music library and student music folders, in particular, ensuring distribution of music for concerts, gigs and special events
  • Manage the loan process for student instruments, including maintaining records of taking instruments home, when instruments are not returned, or lost/damaged instruments
  • Assist Teaching Artists and students with instrument specific queries or repair issues in collaboration with Operations Coordinator
  • Assist in equipment transport, loading/unloading, and setup for concerts, guest artist performances, and special events at OrchKids school sites and concert venues
  • Other duties as assigned

Requirements and Qualification:

  • An entrepreneurial spirit with a commitment to making a difference
  • Exceptional planning and organizational skills, including ability to meet deadlines
  • Ability to demonstrate initiative and ability to work independently with minimal supervision
  • Ability to work collaboratively with colleagues and staff to create a team-oriented environment
  • Ability to multi-task calmly and to handle emergencies effectively
  • Strong written and verbal communication skills
  • Experience creating content for mass communication (i.e. flyers, newsletters, etc.)
  • At least 2 years of experience working in a mentorship and/or education capacity, with elementary/middle school age children preferred
  • Experience managing and organizing large crowds of people (specifically school-age students)
  • Successful Experience assisting in the organization and implementation of small and large scale events or concerts
  • Ability to handle multiple interruptions and adjustments to priorities throughout the day
  • Strong commitment to the philosophy of social change through music
  • Ability to implement projects from conception to completion with minimal supervision
  • Extremely proficient in all Microsoft programs, and ability to learn other software programs as needed
  • Formal music training or some experience with music education
  • Ability to work nights and weekends, as required
  • Bachelors degree or equivalent work experience; Bachelor of Music Education degree preferred
  • Ownership of a vehicle is highly preferred
  • Successful completion of a background check

How to Apply:
Please submit a cover letter and resume to orchkids@bsomusic.org.
No phone calls please. Relocation assistance is not provided. The Baltimore Symphony Orchestra is an Equal Opportunity Employer.